DFL weekly update - October 12, 2018

Divisional Finance Leaders,

Please read below for the Office of VC Finance’s updates for the week ending today, October 12. Please continue to share the relevant information from these weekly updates (and the updates from the monthly DFL Forums) with the financial analysts in your division.

Operational Updates

BEAR grants funding allocated - carry-forward sweeps will be performed on October ledger

The funding for the Berkeley Excellence Accounts for Research Grants or BEAR grants has been allocated. BEAR grants support Berkeley’s ladder faculty as they advance their research, scholarship, and creative accomplishment. In August you confirmed the chartstrings to be used and we've allocated the funds to the faculty Principal Investigators designated as eligible by the Academic Personnel Office (APO) for the FY2018-19 BEAR grant program.

As per policy, we perform a sweep of balances that have been carried forward that are over $6,000 at the end of the year. We also remove balances from the chartstrings belonging to faculty who have left the university. This year, we’ll perform this sweep on the October ledger. More information about the BEAR grant policy can be found on the Vice Provost for the Faculty website.  

If you have questions, please email the Central Resource Management team at centralresourcemanagement@berkeley.edu.

Complete Q1 Key Controls by Wednesday, October 31

Please complete and submit the financial reporting and system access reviews by Wednesday, October 31. Please visit the Controller's website for instructions and more information. Email questions about the financial reporting review controls to the Financial Accounting & Controls team at gao@berkeley.edu and questions about the system access review controls to the BFS System Access team at secbfs@berkeley.edu.

In preparation for BAIRS retirement on December 22, instead of using the BAIRS Monthly Compensation Report you can use the Compensation by Accounting Period report tab in the Cal Answers General Ledger Reporting dashboard. Please refer to the Cal Answers General Ledger reporting job aid for an overview of the Compensation by Accounting Period report. There is a Cal Answers Compensation Report job aid on the Controller's website to assist you with selecting the appropriate report prompts for the quarterly financial reporting review procedures.

Approve new requests for credit cards and any existing exceptions

The Procurement Card Program is now being run by the Controller's Office. We’re taking a look at existing processes and best practices and as a result, we are changing the process to issue new cards or change balance limits, effective Monday October 15th. Going forward, DFLs (or delegates) will need to approve requests for new cards or changes to existing card limits. We’ll email new Memorandum of Authorization (MOA) form to you, along with a list of all the cardholders in your unit, their spending limits, and any exceptions that currently exist. Please review and sign the MOA and email it back to us at creditcard@berkeley.edu. You’ll also be able to delegate authority in the MOA if you prefer someone in your department approves these requests. Please visit the  Card Program page of the Controller’s Office website for more information about this change. Please email the Card Services team at creditcard@berkeley.edu with questions.

Reminders - upcoming operational work deadlines

For an overall view of the annual VC Finance operational deadlines, review our timeline.

Strategic Project Updates

BAIRS Retirement

Based on your feedback, rather than doing a phased shut-off we’ll leave all the BAIRS dashboards open through December 21. On December 22, 2018 we will close down BAIRS and the system will no longer be accessible. At this time, all the reporting capabilities currently available in BAIRS are now available in Cal Answers. Please take this opportunity to use Cal Answers for all your reporting activities while BAIRS is still available to ensure you can find the information you need. Going forward, your point of contact for questions will be the Help Desk at calanswers-help@berkeley.edu.

Resources

As a reminder, every week these updates are posted to the DFL webpage so you can reference past updates at any time.

Thank you,
Office of the Vice Chancellor of Finance